How to create an ECF/ECTP facilitator register

Part 1 - Exporting the ECT's

1. Navigate to CRM > Segments
   
2. Once in Segments, choose 'Folders' 
   
3. Then navigate through the folder structure: EMTSH > ECF > ECTs
   1. Once in the ECT's folder, you will see folders for each Cohort (C4, C5, etc.), choose the cohort folder you are working on
4. Hover over the cluster you would like to create a register for, press 'More', and then press 'Export'
   
5. Once you press Export, you'll be presented with the Export Dialogue box
   1. By default, Name, Email, and Company Name will be selected columns. 
   2. Make sure to add 'TRN' to the selected columns. If it isn't already selected, use the search bar to search TRN and tick the box.
   3. Once all the required columns are selected, press 'Next'.
   4. You'll then be presented with a second box, choose 'Export'
      
6. Once the file is ready, you'll be presented with a blue dialogue box in HubSpot. Press the text on the box to download the spreadsheet.
   

Part 2 - Creating the Register file

1. Navigate to I:\Teaching School Hub\3.4 Early Career Framework.
2. In the folder is a file called 'Register template' which you will use to create your registers.
3. Open up both your exported file, and the register template and put them side-by-side.
4. Input the Session Date, Name, Location, and Facilitator for the specific session in the top of the register template file.
   Please note: The Session Name cell is a drop down list containing all current clusters rather than needing to type each individual cluster code in.
   
5. In the Hubspot export file, highlight the names, email addresses, and TRNs of the ECTs and Press Ctrl+C
6. Then in the designated cells of your register template, press Ctrl+Shift+V, this will paste ONLY the values, and keep the correcting formatting.
7. Once complete, your register should contain each ECT's First Name, Last Name, TRN, and Email Address.
   
8. Select the entire register from the EMTSH logo, down to the last row of the register
   
9. Press Ctrl+P to open the print dialogue box
   1. Choose 'Microsoft Print to PDF' as your printer,
   2. Choose 'Print Selection',
   3. Choose 'Fit All Columns on One Page',
   4. Press 'Print',
   5. You will then be asked to give the file a name and choose a location.
      

Part 3 - Upload and send via Dropbox Sign

1. Head to the Dropbox Sign website (https://app.hellosign.com/) and login.
2. In the top-left corner, choose 'Sign documents'.
   
3. Drag-and-drop your PDF register into the centre box, or use the 'Upload' button. Once your file is uploaded, press 'Next'.
4. Type in the signer's name, and their East Manchester email address, then press 'Next'
   
5. In the left column, choose 'Textbox'
6. Then click in each of the cells in the Attended column to add a text box until there is a box in each cell
   
7. Press 'Next'
8. Set an expiry date for 1 week after the session is due to take place,
9. Add a title
   Please note: The title should be the cluster code, followed by the facilitator's name
10. Add a message
    Please note: The message should inform the facilitator of the deadline date for competing the register.
11. Press 'Send for signature'
    
12. Until the register has been completed, it will say 'Pending signature'.
    
13. Once the facilitator has completed the register and sent it back, it will say 'Signed'. You can then press 'Download PDF' and use this document to update your records